Departmental Executive Assistant

Waukesha County Human Resources; Waukesha (WI); On-site; USD 75,045,000 - 104,215,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision coverage

Pension plan

Paid time off

Retirement plan

Job summary

Waukesha County Department of Health and Human Services – Administrative Services Division is seeking a Departmental Executive Assistant to support the Director, Deputy Director and leadership team. This role provides advanced administrative support, maintains records, disseminates information, and manages diverse assignments with independence.

The ideal candidate excels in communication, organization, problem-solving, and office technology, and works under limited supervision to contribute to

Qualifications

• High School Diploma or GED.
• Four years of administrative support experience, including one year at Administrative Specialist level.
• Two years of post-high school training in business/administrative field may substitute for two years of work experience.

Responsibilities

• Coordinate schedules/meetings for Director, Deputy Director, Administrators, Managers, and Coordinators.
• Respond to queries from internal and external customers; act as receptionist for Director and Deputy Director.
• Schedule conference rooms and delegate Outlook meeting reservations; manage HHS general email box and prepare agenda for Exec Staff meetings.
• Process monthly P-card transactions in Workday.
• Take minutes for HHS Board meetings and ensure compliance with open meeting laws and Robert's Rules of Order.
• Prepare letters/documents for Director, Deputy Director, Administrators, Managers, or Coordinators.

Skills

Communication

Organization

Problem-solving

Customer service

Education

High School Diploma or GED

Post-high school training in business/administrative field

Tools

Outlook

PowerPoint

Workday

Teams

Job description

SALARY RANGE

$26.19 - $36.37

WORK ASSIGNMENT DETAILS

Join Waukesha County's Department of Health and Human Services - Administrative Services Division as a Departmental Executive Assistant and play a key role in supporting the department's leadership team and daily operations.

In this highly responsible position, you will provide advanced administrative and office support to the Director, Deputy Director, and Executive/Leadership Team. You will help keep the department running smoothly by maintaining records, gathering and disseminating important data and information, responding to customer and client concerns, and managing a variety of assignments with professionalism and independence.

The ideal candidate enjoys meaningful work, values public service, and thrives in a fast-paced environment where strong communication, organization, problem-solving, and office technology skills are essential. Work is performed with limited supervision, offering the opportunity to take initiative, exercise sound judgment, and make a positive impact within Waukesha County Health and Human Services.

SPECIFIC DUTIES OF THE POSITION

The specific duties of the Waukesha County Department of Health and Human Services (WCDHHS) Departmental Executive Assistant include:

• Coordinating schedules/meetings for Director, Deputy Director, Administrators, Managers, and Coordinators.
• Responds to queries from internal and external customers. Acts a receptionist for the Director and Deputy Director.
• Schedules conference rooms and acts as delegate for Outlook meeting reservations.
• Manages emails received in HHS general email box. Schedules and sends agenda for HHS Exec Staff meetings.
• Copies, scans, and faxes documents as requested by Director and Deputy Director.
• Processes monthly P-card transactions in Workday.
• Completes all pre-meeting tasks and takes minutes for all HHS Board meetings following open meeting laws and Robert's Rules of Order.
• Utilizes PowerPoint to create annual budget presentation.
• Maintains various Teams and email distribution and address lists for the Department.
• Assists with all functions related to quarterly Sup/Admin meetings.
• Coordinates all activities related to the HHS Manager's Retreat.
• Prepares various letters/documents for Director, Deputy Director, Administrators, Managers, or Coordinators.
• Maintains HHS organizational chart. Submits Facilities maintenance requests.
• Assists with travel arrangements for Director, Deputy Director, Administrators, Managers, or Coordinators.
• Orders supplies from third-party vendors upon request.
• Assists County Executive's office with constituent complaints and scheduled social events.
• Sends department-wide emails as needed.
• Maintains various tracking and informational spreadsheets.
• Acts as backup minute taker for various committees/advisory groups.
• Active member on Staff Action Committee.
• Updates and maintains job specification manual.
• Follows and adheres to County policies, procedures and federal, state, and local regulations.
• Ability to type 45 WPM.
• Performs other duties as apparent or assigned.

CLASSIFICATION SPECIFICATION

To view the full classification specification for Departmental Executive Assistant click here.

Minimum Training & Experience Requirements

• 1. High School Diploma or GED.
• 2. Four years work experience providing administrative support, one year of which was at an Administrative Specialist level.
• 3. Two years of recognized post high school training in business, administrative professional or closely related field may substitute for two years of the work experience requirement.

Waukesha County providesa comprehensive compensation and benefits package including excellent health/dental/vision, life insurance, generous paid time off (vacation, 10 holidays, 3 floating holidays, ample accrued sick time that rolls over each year), an exceptional pension plan with employer match and lifetime retirement payment plus an optional tax advantaged 457 retirement savings plan. Amongst many other benefits, employees are recognized and valued through a pay for performance system. Successful candidates will be eligible for performance-based merit increases and non-base performance awards.

Employee well-being is promoted through a balanced work-life culture and through an exceptional employee wellness program that offers a variety of programs and tools to help promote an employee's wellness and health, including an on-site health & wellness clinic.

About Us

Waukesha County prides itself on operating in a business-like manner and is recognized as a leader delivering high quality services with competence and skill. With our vision of "Leading the Way", we value teamwork and collaboration, ethics and diversity, communication, efficiency and cost savings, innovation, and the wellbeing of our staff and the citizens we serve. Employees are provided professional development opportunities and encouragement to learn and practice continuous improvement and LEAN principles as we regularly ask ourselves "Is there a better way?"

Location

Located in the City of Waukesha, our campus offers an on-site fitness center, free parking, and easy access to interstate highway systems. Waukesha County offers a perfect blend of urban and rural living where one can enjoy the benefits of quiet rural lake communities or opt for nearby attractions that the greater Milwaukee area offers including vast beach and park systems, public markets, performing arts, music festivals, and sports including the Milwaukee Admirals, Brewers, Bucks, Wave, Marquette University Golden Eagles and the UW-Milwaukee Panthers Basketball programs.

EEO

Waukesha County is committed to equal opportunity and nondiscrimination in employment and adheres to all Federal, State and County Equal Employment Opportunity laws, policies, plans, rules, regulations and ordinances. The County recognizes and accepts its important leadership role in providing for equal employment/service opportunities. It is the express policy of Waukesha County to promote equal employment opportunity among all who are employed by Waukesha County and who seek employment with Waukesha County.

For further information visit: https://www.waukeshacounty.gov

The County does not sponsor applicants for work visas. Applicants must be currently authorized to work in the United States on a full-time basis.